Accounts Payable Associate II

How will this role impact First Command?

The Accounts Payable Associate II serves as a mid-level contributor within the Accounts Payable team, working collaboratively alongside the Senior Associate and Associate I to ensure the accuracy, integrity, and efficiency of financial operations. This role requires advanced knowledge of accounts payable processes and systems, sound judgment in applying company policies, and a proactive approach to maintaining fiscal accountability.

Key responsibilities include:

• Leading and executing day-to-day accounts payable transactions,
• Processing wire transfers and invoice payments,
• Reviewing and processing employee expense reimbursements in compliance with company policies.

The Associate II engages with cross-functional departments to support monthly financial close activities and contributes to internal and external audits, policy updates, record retention efforts, system improvements and workflow enhancements. This position will act as a subject matter expert and mentor junior associates, sharing knowledge and guiding best practices. This position is essential to maintaining the financial integrity and operational excellence of First Command Financial Services (FCFS) with a focus on leadership, initiative and continuous improvement.

What will the employee do in this role?

The Accounts Payable (AP) Associate II plays a critical role in processing and reviewing complex expense reimbursements and vendor invoices through both Concur and non-Concur platforms. This role ensures proper approvals, accurate general ledger coding, and the reasonableness of charges, while facilitating diverse payment methods and supporting financial accuracy and compliance across Home Office operations.

Key Responsibilities

Invoice & Reimbursement Processing

• Review and process Concur and non-Concur expense reimbursements and invoices
• Validate approvals, general ledger coding, and reasonableness of charges, review unassigned invoices, rejected emails, Concur Audit errors, employee questions, and any other issues.

Payment Administration

• Prepare and distribute payments via checks, ACH, cashier’s checks, and client wire investments to designated fund companies
• Upload ACH files to Bank of Texas
• Prepare expense reimbursement journal entries and EPIP files for payroll

Vendor & Employee Credit Reconciliation

• Ensure timely receipt of credits from vendors and reimbursements from employees
• Respond to inquiries regarding expenditures and vendor accounts

Issue Resolution & Account Management

• Research and resolve outstanding checks, including initiation of stop-payments
• Review vendor account activity for accuracy and consistency

Document Preparation & Imaging

• Prepare documentation for imaging into Laserfiche for non-Concur payments
• Load documentation into Laserfiche for non-Concur payments
• Ensure organized and audit-ready financial records

SAP Concur Invoice & Expense Processing: As an expense report processor, you will review and approve employee-submitted expenses, ensuring they comply with company policies, are properly documented, and ready for reimbursement. Meanwhile, as an invoice processor you will handle vendor invoices by verifying details, assigning correct accounting codes, and routing them for approval and payment when applicable. Both roles are key to maintaining financial accuracy and operational efficiency. Assists with training for new employees on Concur and developing user guides and instructional materials.

Financial Accounting & Reporting: Demonstrate ability to manage financial records, reconcile accounts, and maintain accuracy of the organization’s financial documents. Supports timely and accurate accruals, reconciliations, and journal entries in accordance with audit and reporting standards. Assist with the verification of 1099 data ensuring accurate vendor classifications and IRS compliance.

Compliance and Internal Controls: You will maintain compliance with tax and regulatory requirements. Assist with updating accounts payable policies and standard operating procedures to align with regulatory requirements and internal controls. Assist with the monitoring of adherence to financial policies and drives procedural consistency.

Audit Readiness: You will support audit readiness by maintaining complete and organized documentation and responding to audit-related requests.

Process Improvement: You will play a key role in identifying bottlenecks within invoice approval and payment cycles, expense reimbursement processing, recommending automation and workflow improvements, and enhancing invoice accuracy by flagging errors or discrepancies.

Strategic Projects and Research: You will contribute to strategic projects by assisting with system testing and offering feedback on functionality and exception handling. Contributes to software testing, implementation efforts, and special projects related to system upgrades, new processes, or organizational initiatives. Provides insights and research to support decision-making and strategic planning.

What skills & qualifications do you need?

Education

• High school diploma or equivalent required

Work Experience

• 3-4 years of accounts payable, bookkeeping, and/or accounting experience
• Experience with SAP and Concur systems is often preferred or required

Required Knowledge, Skills, and Abilities

Technical Proficiency

• Solid understanding of IRS 1099 requirements
• Proficient in accounts payable systems, including Microsoft Dynamics, SAP Concur, and banking portals
• Skilled in Microsoft Excel, with working knowledge of AP platforms and accounting systems
• Experienced in receiving, verifying, and entering invoices with precision and timeliness
• Capable of resolving billing discrepancies and facilitating coordination with vendors or service providers
• Applies expertise in expense reimbursement protocols and vendor payment procedures

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